Auditor system

ABSTRACT

An auditing system and method for analyzing email, including capturing email transferred over a network and transferring the email to a data analyzer. The email can be encrypted for safe transfer to the analysis location. Once the email is delivered to the analysis location, it is decrypted and the analysis process begins. The analysis of the email includes scanning the email for specific search terms found in a lexicon and then identifying trends based on scanning results.

CROSS-REFERENCE TO RELATED APPLICATIONS

This application is a continuation of U.S. application Ser. No.12/470,079, filed May 21, 2009, which is a continuation of U.S.application Ser. No. 10/407,832, filed Apr. 3, 2003 (now U.S. Pat. No.7,539,725). The disclosures of the prior applications are consideredpart of and are incorporated herein by reference.

TECHNICAL FIELD

This invention relates to data auditing.

BACKGROUND

In the information age, organizations of all types have come to relyheavily on electronic mail (email) for conducting business. Email allowsa person to communicate, through a computer network, with anyone in theworld quickly. This seemingly instantaneous communication enhancesproductivity within an organization as well as facilitates communicationexternally. Organizations communicate externally with, for example,clients, business partners, suppliers, distributors, accountants, andattorneys. These electronic communications have become vital toorganizations.

However, one problem with the extensive use of email to conduct businessis that email often contains confidential information. The disclosure ofconfidential information can lead to legal liability or result in bothfinancially and reputation damage. Some examples of confidentialinformation include government mandated confidential information, suchas, health information protected under the Health Insurance Portabilityand Accountability Act or personal finance information as protectedunder the Gramm-Leach-Billey Act. In addition, there are numerous otherforms of information that must be protected from disclosure to thirdparties, such as, attorney-client communications and trade secrets.

Usually, information contained in email is not securely encrypted beforebeing transmitted, therefore creating a risk that confidentialinformation could fall into unauthorized hands. Often information in anemail is sent without much thought or concern placed on whether or notconfidential information is contained therein. In general, organizationsas a whole are unaware of both the nature and amount of confidentialinformation being transmitted though their email systems. As a result,organizations are unable to develop effective and efficient strategiesfor dealing with the transmission of confidential information.

While it is possible to develop a system that securely encrypts alloutgoing email, these systems reduce efficiency by devoting time andresources to encrypting email that does not contain any confidentialinformation, and thus delay potentially time sensitive communicationsneedlessly. Additionally, if all email is encrypted recipients requirethe ability to decrypt the email.

SUMMARY

In one implementation, the invention provides an auditing system andmethod for analyzing email. The method includes capturing emailtransferred over a network. The mail can be transferred to a dataanalyzer. The email can be encrypted for safe transfer to an analysislocation. Once the email is delivered to the analysis location it isdecrypted and the analysis process begins. The analysis of the emailincludes scanning the email for specific search terms found in a lexiconand then identifying trends based on scanning results.

The auditing system can be used to inform organizations regarding thenature and amount of confidential information passing though their emailsystem. Analysis can be useful to an organization in developing policiesand protocols for dealing with confidential information that are finelytailored to the specific email and users. A tailored solution results inless email delay, while at the same time protecting most confidentialinformation from disclosure.

The details of one or more implementations of the invention are setforth in the accompanying drawings and the description below. Otherfeatures, objects, and advantages of the invention will be apparent fromthe description and drawings, and from the claims.

DESCRIPTION OF DRAWINGS

FIG. 1 is a diagram of a network including an email auditing system.

FIG. 2 is a diagram of one implementation of an analysis device.

FIG. 3 is a flowchart describing the email scanning process.

FIG. 4 shows a format of a lexicon.

Like reference symbols in the various drawings indicate like elements.

DETAILED DESCRIPTION

The present invention provides a unique system and method for collectingemail, scanning email, and analyzing these results to develop trendinformation. In the following detailed description, numerous specificdetails are set forth in order to provide a thorough understanding ofthe present invention. However, it will be apparent to one of ordinaryskill in the art that these specific details need not be used topractice the present invention. Also, specific examples of networks,components, and formats are described below to simplify the presentdisclosure. These are, of course, merely examples and are not intendedto limit the invention from that described in the claims. Additionally,in other circumstances, well known structures, materials, circuits, andinterfaces have not been shown or described in detail in order not tounnecessarily obscure the present invention.

An auditing system and method is provided which allows for the scanningof collected email for terms defined in a specialized lexicon andanalyzing the scanning results for trend information. Reports based onthe analysis results allow clients to develop more effective emailpolicies and procedures. In one implementation, the focus of theauditing system is to allow clients to identify email securityvulnerabilities by determining trends based on an analysis ofconfidential information contained in email.

Email Collection

Referring now to FIG. 1, an example of a network architecture thoughwhich email, which includes data, can be collected is shown. A network110 connects computers 120 allowing for the exchange of email betweencomputers 120 either directly or though one or more servers 130.Networks exist on many different levels. Local Area Networks are oftenprivate networks protected by a firewall such as firewall 150. Afirewall is used to prevent unauthorized access to a private networkfrom computer systems that are part of a larger public network. Anexample of a Local Area Network is a network connecting computers withinan office or company where the computer systems are all within closeproximity of each other. Computers 160 and printer 170 reside on aprivate network connected to server 140.

Wide Area Networks are networks where the geographic separation betweenconnected computer systems is greater. Wide Area Networks may be publicor private. The Internet is an example of a public Wide Area Network.Network 110 represents a public network. Transmitting information thougha public network is riskier than though a private network, becauseunauthorized persons may be able to access the transmitted informationmore easily.

Email often moves though the network 110 in order to transfer email fromone computer to another. Server 140 is coupled to network 110 andincludes a capture device 180 for use in the auditing system. Server 140lies behind firewall 150 and is connected to many local networkmachines, such as computers 160 and printer 170. In this simplifiedimplementation, all email outgoing from local network computers 160 mustpass through server 140 in order to reach network 110 and furtherdestinations, such as computer 120. Similarly, all incoming email mustenter the local network from network 110 through server 140 and then canbe accessed on local computer 160.

Capture device 180 is shown coupled to server 140. Email can be capturedin several possible locations within a local network. For example, alocal network may contain a separate mail server. In one implementation,there is no direct coupling of capture device 180 to analysis device 190at the time of email capture. Analysis device 190 is shown in FIG. 1 toillustrate the ultimate destination for information captured by capturedevice 180.

In one implementation, once the capture of the email is complete, theemail is physically transported to a remote site for analysis. Theanalysis process can involve several steps, including decrypting theemail collected by the capture device, scanning the email, anddetermining trends based on the email.

The auditing system utilizes a capture device 180 to collect a copy ofall email flowing in and out of a client network over a given period.This period will vary based on email volume and client considerations.In one implementation, the capture period is three working days. Thisallows for the analysis of a representative sample of email though theemail system. Capture device 180 can take many different forms,including a data collector that can be used to copy email as it entersor leaves a computer network. The flow of email in and out of the clientnetwork can be nearly uninterrupted by the capture process. To ensurethat the email is uninterrupted, the incoming and outgoing emails areunchanged by capture device 180. In another implementation, capturedevice 180 receives a collection of email already stored on clientserver 140. The email transferred to capture device 180 may onlyrepresent a selection of the overall email collected. Thisimplementation results in a shorter capture time than the real-timecapture method described above. In yet another implementation, only aratio of the total amount of email transferred over the network iscaptured. For example, one email out of every 50 can be captured.

In a further implementation of capture device 180, the email isencrypted after capture for more secure storage. For simplicity, capturedevice 180 is described as performing both the storage and encryption,but separate devices can be used for storage and encryption.Furthermore, the encryption step may take place in concert with eachcopying of email or the email may be encrypted as a whole followingcompletion of capture.

In one implementation, the email is encrypted with a randomly generated168-bit (Triple-DES) symmetric key and the symmetric key is encryptedusing a 1024-bit asymmetric encryption. The asymmetric key encryptionsystem, also known as a public key encryption system, involves two keys,a public key and a private key. The public key is readily available topeople for the purpose of encrypting email. However, only the privatekey may be used to decrypt the email once it has been encrypted usingthe corresponding public key. One example of asymmetric key encryptionis RSA. In the present implementation, once the email is encrypted itcan only be decrypted by an appropriate private key. Alternatively, theemail can be encrypted using a symmetric key derived from a pass phrase.

In another implementation, instead of capturing email, documentscaptured by device 180 can be collected for analysis. A representativesample of documents are collected and encrypted by capture device 180for transfer to the remote analysis site where the document text can beanalyzed in a similar manner to the email.

Analysis

Referring now to FIGS. 1 and 2, a detail view of analysis device 190 isshown. Analysis device 190 can be a self-contained unit. Encrypted emailfrom capture device 180 is transferred to decryption device 210.Decryption device 210 uses the private key corresponding to the publickey to recover the symmetric key encrypted by the public key. Decryptiondevice 210 then uses the symmetric key to decrypt the email. Theresultant decrypted email can then be evaluated by scanning device 220.

Scanning device 220 scans each email for terms, expressions, and masksdefined in lexicon 230. In one implementation, the scanning device 220scans both email headers and text as well as attachments. The scanningmethod is described further below in association with FIG. 3. Lexicon230 contains a set of keywords, phrases, and expressions that areassociated with confidential information. Additionally, lexicon 230 canbe modified to suit the specific needs of the client for example, byincluding additional search terms. The structure of lexicon 230 isdiscussed further below with regard to FIG. 4. Analysis device 190includes inspection database 240, which stores results of the scan, andtrend device 250, which derives trends based on the results depositedinto inspection database 240.

Scanning

Referring now to FIGS. 2 and 3, a scanning method for email is shown. Inone implementation, a software application performs the email scanning.The process begins when an email is selected for scanning by thescanning device 220 (step 310). The email is then scanned by scanningdevice 220 (step 320). Scanning includes searching for keywords,expressions, phrases, or masks that correspond to items in lexicon 230.For example, the scan can be used to find instances where an emailrefers to an individual's Social Security Number. In one implementation,only the text of the email is scanned. In another implementation,additional parts of the email are scanned, including the email headersand attachments. The header of an email includes the “To”, “From”, and“Subject” fields of an email. The headers can be scanned forconfidential information that is referenced in the subject line. Theheader also provides domain information, which is valuable for trackingwho has sent confidential information and to whom.

Attachments are files that are often transmitted with the email.Attachments are a useful way to send files such as word processingdocuments, because the formatting is preserved and others can easilyaccess the file. For example, documents created using Microsoft® Wordcan be attached to an outgoing email as a Word document. The recipientcan then view the file using Microsoft® Word preserving all the documentformatting. Since attachments are often in the form of documents thatmay contain confidential information, it is important that they arescanned. Some types of attachment files, such as a PDF file or adocument that has been converted to an image, may not contain anyrecognizable original text. If the attachment can be converted to a typecontaining recognizable text, the converted attachment can be scannedfor confidential information. Even if the file is not in a recognizableformat, the file is scanned in case recognizable text can be identified.If the attachment is a compressed archival file with a known compressionformat, such as a zip file, the file may be decompressed into originalfiles so that the original files can be scanned.

Scanning device 220 must then determine whether a lexicon term was foundwithin the email. If there is a hit (the “YES” branch of step 330), theapplication records information (step 340) about the hit in, forexample, inspection database 240. In one implementation, a hit isdefined as an instance when scanning device 220 determines that theemail contains a term found in lexicon 230. In one implementation,information about the type of hit can be stored, including the categoryand subcategory of the term discovered from lexicon 230, but the actualconfidential information is not stored. For example, if a scan revealsthat an email contains a Social Security Number, information is recordedabout the type of term found (a Social Security Number) but the actualnumber itself is not recorded. In another implementation, the actualcontent information is stored. In yet another implementation, scanningdevice 220 records not just the type of hit made by the scan, but alsothe domain information, so that information regarding the email senderand recipient can be collected. If the email with the hit recorded isthe last email (the “YES” branch of step 350), the scanning processends. If there is more email (the “NO” branch of step 350), the scanningprocess returns to step 310.

If there is no hit in an email (the “NO” branch of step 330), thescanning process determines whether the scanned email was the last email(step 360). If there is another email (the “NO” branch of step 360), thescanning process returns to step 310. If there is no more email (the“YES” branch of step 360), the scanning process ends. If more than onehit is in an email, then the details of each hit are recorded.

Lexicon

Referring now to FIG. 4, an example of lexicon 230, which includes ahierarchy with multiple levels, is shown. The first level of thehierarchy includes general categories 410 that are divided intosubcategories 420 at the next level. Subcategories 420 may be subdividedfurther at the next level into second subcategories 430. Secondsubcategories 430 are then parsed by specific search terms 440. Eachsearch term has an associated set of labels 450 and masks 460. Scanresults can be described in both broad and narrow terms based ondifferent levels of the lexicon hierarchy. The hierarchy of the lexicon230 allows the description of search results based on different levels,which represent different levels of specificity of confidentialinformation. Lexicon 230 can include any number of levels in itshierarchy.

An example lexicon 230 is subdivided into two categories 410, mandatedand prudent confidential information. Mandatory confidential informationincludes information which must be protected by law. Prudentconfidential information includes information which is protected forbusiness and legal reasons. Each category 410 can then be subdividedinto multiple subcategories 420.

Found at subcategory level 420 are different areas of information whichfall under the broad mandatory category. For example, subcategories 420cover areas such as national security, legal, health, and humanresources information. This first set of subcategories 420 begins thenarrowing process leading to specific search terms.

Each subcategory 420 may include another hierarchy of secondsubcategories 430. For example, the health information subcategory 420can include a number of second subcategories 430, such as substanceabuse, medical record, Health Insurance Portability and AccountabilityAct (HIPAA) identifier, genetic, and HIV/AIDS information. These secondsubcategories 430 then include a number of specific search terms 440.For example, under HIPAA identifiers can be found several possiblesearch terms 440, such as name, physical address, Social SecurityNumber, age, and IP address. Each term 440 then is associated with a setof labels 450 and masks 460, which are used in the scanning process tofind different variations of the same search term 440.

Taking the example term of “Social Security Number”, there are severaldifferent labels that are associated with the search term “SocialSecurity Number”. A label is a predefined alternative to the termswhich, when found in a scan, are treated as if the lexicon term itselfwas found. Labels that may be used as search items for the term “SocialSecurity Number” include: Social Security Number, Soc. Sec. #, SS#, andSSN. By including these labels, a scan is more likely to find a hit of aSocial Security Number within an email.

Additionally, using masks expands the likelihood of discovering alexicon term. A mask is a type of filter that is used to include orexclude values based on some criteria. Again, using the case of a SocialSecurity Number as an example, there are several different masks thatmay be used to discern the different ways in which the actual numbersthemselves may be provided. Since the actual numbers themselves areirrelevant, a mask that looks for any numbers in certain nine digitformats is used, such as: XXX-XX-XXXX, XXX XX XXXX, and XXXXXXXXX. Notethat each “X” represents a digit from 0-9. The mask does not care whatnumber is actually present, the mask just looks at the format of thenumber string for a match. The use of a mask again enhances the abilityto discover the desired lexicon term during an email scan containingsuch confidential information.

Lexicon 230 can include be a general set of keywords, expressions, andphrases for a given type of search, such as a search for terms relatingto confidential information. However, lexicon 230 can also be customdesigned to meet the needs of a specific client. This generally involvesgenerating new search terms not found in the general lexicon, butimportant to the client. For example, if a client wants to know howoften a product, such as a widget, is mentioned over email, the term“widget” can be added to the lexicon under an appropriate category andsubcategory setting. Consequently, when the scan is run on capturedemail and “widget” is found, it will be recorded as a hit in the samemanner as described above.

In one implementation, the record of each hit is placed in an inspectiondatabase. The inspection database provides information about each emailcontaining a hit so that trends can be analyzed.

Trend Analysis

Referring again to FIG. 2, trend device 250 can be a separate physicalobject. Trend device 250 can, like the scanning device 220, be asoftware application that is applied to the collection of email recordedduring the scanning process. Trend device 250 performs severalfunctions, including determining the nature and amount of confidentialinformation passing though a client's email system. Several examples ofways in which the information can be analyzed follow.

Information can be provided regarding a comparison of the categories andsubcategories of the terms discovered in the email, giving a client anidea of the types of information passing though their email system. Forexample, a client may learn that 60% of the confidential informationbeing sent through email falls in the mandated category. Furthermore, ofthat 60% perhaps half is from the health subcategory, 85% dealing withmedical records. In another example, scanning may reveal small levels ofconfidential information related to age, address, and Social SecurityNumber, that all are contained within the same subcategory of HIPAAIdentifiers. Therefore, this analysis provides the clients withinformation about the types of confidential information at severallevels of specificity gives a clearer picture of the email entering orexiting the systems. Trend device 250 can thus be useful to clients todevelop carefully tailored email encryption protocols.

Information can also be analyzed based on category and domain. Forexample, it may be determined though analysis that 40% of all medicalrecord information is sent between two particular parties. Thus, whenmost of the email from one person to another is confidential in nature,say from an employee to an insurance company, the system can beconfigured to encrypt every email sent by that employee to the insurancecompany. Analysis can also be focused on the destination domain of theconfidential information, regardless of the sender. Comparisons can thenbe made of the types of confidential information going to differentspecific domains.

Further, information regarding the type of files containing theconfidential information be analyzed. For example, perhaps most of theconfidential information is being transmitted though attached Microsoft®Word documents. If this is the case, the client can develop betterstrategies for dealing with transmissions containing attached Microsoft®Word documents.

It is understood that the preceding analysis features are designed toillustrate the types of trend analysis that can be performed based onthe types of information recorded following a representative capture andscan of all email. Some features of the disclosure will be used withoutcorresponding use of other features. Furthermore, additional featuresmay be employed without changing the operation of the present invention.Accordingly, it is appropriate that the appended claims be construedbroadly and in a manner consistent with the disclosure.

The invention can be implemented in digital electronic circuitry, or incomputer hardware, firmware, software, or in combinations of them. Theinvention can be implemented as a computer program product, i.e., acomputer program tangibly embodied in an information carrier, e.g., in amachine-readable storage device or in a propagated signal, for executionby, or to control the operation of, data processing apparatus, e.g., aprogrammable processor, a computer, or multiple computers. A computerprogram can be written in any form of programming language, includingcompiled or interpreted languages, and it can be deployed in any form,including as a stand-alone program or as a module, component,subroutine, or other unit suitable for use in a computing environment. Acomputer program can be deployed to be executed on one computer or onmultiple computers at one site or distributed across multiple sites andinterconnected by a communication network.

Method steps of the invention can be performed by one or moreprogrammable processors executing a computer program to performfunctions of the invention by operating on input data and generatingoutput. Method steps can also be performed by, and apparatus of theinvention can be implemented as, special purpose logic circuitry, e.g.,an FPGA (field programmable gate array) or an ASIC (application-specificintegrated circuit).

Processors suitable for the execution of a computer program include, byway of example, both general and special purpose microprocessors, andany one or more processors of any kind of digital computer. Generally, aprocessor will receive instructions and data from a read-only memory ora random access memory or both. The essential elements of a computer area processor for executing instructions and one or more memory devicesfor storing instructions and data. Generally, a computer will alsoinclude, or be operatively coupled to receive data from or transfer datato, or both, one or more mass storage devices for storing data, e.g.,magnetic, magneto-optical disks, or optical disks. Information carrierssuitable for embodying computer program instructions and data includeall forms of non-volatile memory, including by way of examplesemiconductor memory devices, e.g., EPROM, EEPROM, and flash memorydevices; magnetic disks, e.g., internal hard disks or removable disks;magneto-optical disks; and CD-ROM and DVD-ROM disks. The processor andthe memory can be supplemented by, or incorporated in special purposelogic circuitry.

What is claimed is:
 1. A method comprising: receiving, at a dataanalyzer, captured content over a network, the captured contentincluding potential attorney client protected information, personalinformation, custom information or confidential information; analyzingthe captured content including: scanning the captured content for a setof keywords, phrases or expressions that are associated with potentialattorney client protected information, personal information, custominformation or confidential information, and recording information abouthits that are determined based on the scanning, wherein recordingfurther includes storing information that describes the hit ;determining the nature and amount of protected, personal, custom orconfidential information in the documents including evaluating therecorded information; and providing information about the nature andamount of protected, personal, custom or confidential information in thedocuments.
 2. The method of claim 1 where receiving the captured contentincludes copying the captured content for analysis.
 3. The method ofclaim 1 wherein the captured content is email, and wherein receiving thecaptured content includes receiving or retrieving email that has beenstored on an email server.
 4. The method of claim 3 wherein the capturedcontent is email and receiving the captured content includes receiving aratio of email that is stored in the client server.
 5. The method ofclaim 3 wherein the ratio represents a ratio of email that istransferred over a network.
 6. The method of claim 1 wherein thekeywords, phrases or expressions include one or more terms and themethod further comprising receiving terms that describe the custominformation, using the received terms when scanning, wherein the custominformation is product information, and wherein the determining andproviding the nature and amount of protected, personal, custom orconfidential information in the documents includes determining andproviding information about occurrences of product information in thedocuments.
 7. The method of claim 6 wherein the product information is aproduct name or identifier.
 8. The method of claim 1 wherein thepersonal information is protected health or financial information. 9.The method of claim 1 further comprising configuring a client basedinformation transmission system based on the provided information. 10.The method of claim 1 wherein storing information includes storing atype of hit
 11. The method of claim 2 wherein receiving the capturedcontent includes receiving a sampling of the captured content.
 12. Themethod of claim 2 wherein receiving the captured content includesreceiving a selected ratio of all the captured content.
 13. The methodof claim 2 further comprising encrypting the captured content anddecrypting the encrypted content before analysis.
 14. The method ofclaim 1 wherein scanning the captured content includes one or more ofdocuments, messages, or emails.
 15. The method of claim 1 whereinanalyzing the captured content includes: identifying one or morecategories of the confidential information; and storing the identifiedcategories of confidential information without storing actualconfidential information after locating a hit.
 16. The method of claim 1wherein: the keywords, phrases or expressions have an associated mask,the mask being a filter used to include or exclude values from thekeywords, phrases or expressions based on a predefined criteria; andanalyzing the captured content includes searching the content for boththe keywords, phrases or expressions and the associated mask
 17. Themethod of claim 1 wherein the keywords, phrases or expressions form asearch query.
 18. The method of claim 1 wherein the keywords, phrases orexpressions include one or more terms and the method further comprisingreceiving terms that describe the custom information, using the receivedterms when scanning, wherein the custom information is or relates to atrade secret, and wherein the determining and providing the nature andamount of protected, personal, custom or confidential information in thedocuments includes determining and providing information aboutoccurrences of trade secrets in the documents.
 19. The method of claim 1wherein scanning includes scanning attachments to the captured content.20. A method for analyzing documents comprising the steps of: receivingdocuments from a source; transferring the received documents to a dataanalyzer; and scanning the captured documents using search terms forconfidential information, the search terms having one or more categoriesand including one more subcategories that define different levels ofconfidential information including identifying a nature and amount ofconfidential information that is included in the documents.